Pawnee Eyeglass Program SOW 2024.docx

Department of Health and Human Services Indian Health Service Oklahoma City Area

Statement of Work (SOW) Eyeglass Program

1. PURPOSE OF THE PROJECT

As part of the Pawnee Indian Health Clinic’s (PIHC) efforts to increase access to care, the Optometry Department operates an Eye Glass Program for patients receiving care within our facility. This value added service provides approximately 3,300 pair of eyeglasses per year through the program.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

· The contractor shall provide Optical lens, Frames, and accessories for the Pawnee Indian Health Center Optometry Department. The breakdown of lens types are as follows: progressive 50%, flat-top 13%, tri-focal 1%, and single vision 36%. Lens materials break down at Trivex 1.53 10%, polycarbonate 80% and Hi-Index 10% of all orders.

· Work is to be performed off site at the contractor’s laboratory.

· The contractor is fully responsible for verifying and validating all information contained within this scope. The contractor shall work with the PIHC Optometry Equipment to agree on the exact process to verify and validate that eyeglasses match the optometrist prescription.

· All work shall conform to, and comply with, the latest edition/version of ALL applicable federal, state, and local laws, rules, regulations, codes, and ANSI standards.

· Contractor shall provide up to 300 frames for display in the PIHC Optometry Department. Frames shall be updated periodically at no charge and additional frames provided at no charge, if necessary.

· Contractor shall process orders and return spectacles, with shipment tracking, to Pawnee Indian Health Center within 7-10 days from order date.

· Pawnee Indian Health Center will be responsible for up to $300/frame/patient/year, to be invoiced monthly to Pawnee. Patients ordering glasses in excess of $300 will be responsible for remaining amount. To facilitate payment, contractor shall have a process in place to accept checks from Tribal Nations on behalf of customers.

· Lenses shall be fabricated to the exact specifications provided by the prescription received from the Optometry Department.

· Lens prescription changes shall be provided at no additional charge within 90 days of the original order.

· Contractor shall provide an online ordering website/portal for placement of orders. Such website shall have in place SSL protocol, encryption, fraud monitoring and other industry standard software to ensure secure transfer of credit care information and our patients’ protected identifiable information (HIPAA).

· Contractor shall inspect final lenses to ensure lenses correctly match accompanying prescription order.

· Contractor shall own and operate a certified laboratory with the ability to complete the requirements set forth within this scope.

· Contracted rates shall be established at an all-inclusive rate (including shipping and handling) for the following:

· Single vision lenses with plastic, polycarb or Hi-Index (no transitions)

· Biofocal lenses with either line or no line (progressive) with plastic, polycarb or Hi-Index (no transitions)

· There shall be no additional charge to the package pricing for oversize, high powers or prisms.

· All invoices are to be totaled and completed monthly as identified in sections VII of this Scope of Work. The contractor should also be able to provide 2 or more separate lines of accounting for separate sources of funding.

· The patient is allowed to purchase add-on options for their glasses not covered by Indian Health Service. Available add-on options are listed below. The add-ons will be paid with patient’s personal credit card at the time the glasses are ordered through the on-line portal. Indian Health Service will not be responsible for adding on these optional items after the glasses are ordered.

· Transition Lens (Photochromic)

· Anti-reflective/anti-glare

· Blue Blocker (two options)

· Blue Filter Lens (blue blocker is in lens – clear appearance) SV ONLY

· Blue Safe (Blue Blocker COATING, w/ AR & Premium Scratch Coat) SV and PROG ONLY

· Miraflex (Pediatric) Frames

· Additional orders (frames and/or lenses) at contract rate

3. PERIOD OF PERFORMANCE

6 months from date of award with option to extend up to 6 additional months.

4. LEVEL OF EFFORT

4.1. Frames:

· The contractor shall provide on consignment a variety of mid-range priced metal and zyl frames consisting of approximately 25 unisex, 85 women’s, 75 men’s and 35 children’s to include some non-allergen materials.

· Contractor shall update at no charge frame inventory every 6 months. The center maintains final frame discretion.

· All frames shall include a 1-year warranty based on industry standards.

· Payment of frames and/or lenses shall also include 3rd party payments by money order, credit/debit card and tribal funds.

· If any products are discontinued and/or unavailable, then submit equivalent item.

Lenses:

· The contractor shall provide lenses including plastic, polycarbonate, high index and glass materials in traditional and digital manufacturing.

· Tinted lenses shall include both solid and gradient options in addition to plastic and glass photochromic.

· Lenses shall include scratch resistant coatings with 1-year warranty.

· Lens prescription changes shall be provided at no additional charge within 100 days of the original order.

· No high sphere, cylinder, or oversize blank charges.

· If any products are discontinued and/or unavailable, then submit equivalent item within 30 days of order.

Other Items:

· Order forms and pre-paid shipping labels shall be provided by the contractor. Orders may be made by mail, telephone or electronic means.

· Completed spectacles shall be returned to Pawnee Indian Health Center clinic within 7-10 calendar days of the order date.

· Patients may provide a personal frame; the contractor may refuse to use said frame. Contractor not liable for damage to personal frame.

· Complementary hard and soft cases shall be provided.

· The contractor shall provide Fabrication of Eye Glasses services for the Pawnee Indian Health Center Optometry Department. To provide as follows:

Tasks:

· Shall provide fabrication of eye glasses, frames and lenses, at a range price levels, including economy pricing.

· Shall include the provision of a sample frame kit if necessary, and frame catalogs listing all sizes and colors of each frame.

· A representative shall visit on-site at least annually to assure our staff are updated on new products, policies, and maintain open communication. If unable, shall visit virtually and shall schedule accordingly with the Optometry Program.

Product Quality:

· Type of Lens: single vision, bifocal, trifocal, progressive and aspheric lenses on corrected curve, white or tinted lenses, glass impact resistant or plastic, mounted in approved type frames.

· Unless otherwise specified, lenses, material, powers and workmanship shall be in accordance with the American National Standards Institute, ANSI Z80.3-2009. All glass ophthalmic lenses, with the exception of glass safety lenses will be chemically strengthened to comply with FDA regulation 21 CFR, Parts 3 and 4, for impact resistance, unless specified otherwise by the prescriber. Except for physical characteristics of the material used, plastic lenses furnished will conform to the performance specifications for corrected curve lenses made of class and the ANSI Z80.3-2009 standard. Such plastic lenses shall be made from hard resin plastic. Safety eyewear will comply with ANSI Z87.1-2010 standards. Safety lenses will be edged with safety approved bevel, etched with lab identifier code on upper outside corner, heat hardened and drop ball tested when applicable.

· School aged children to be provided with free upgrade to polycarbonate lens material.

· Guarantee frames and lenses breakage and scratches shall be replaced at least one time within one year from date order was shipped, no matter the reason for the damage. First replacement shall be free to patient, subsequent replacements will be at patient’s expense.

· Eye glass frames shall be in accordance with the American National Standards Institute, ANSI/ISO 7998/8624/12870-Optics set standard which ANSI has approved as an American National Standard.

Redo’s and Refund’s

At minimum, Contractor shall agree to the following standards:

· Lab errors shall be done over at no charge within 90 days of the ship-date.

· Rx changes within 90 days of original ship-date are no charge (one-time).

· Upgrades on lenses within 60 days of original order can be done with a 50% discount.

· Non-Adapt redo for progressive lenses will be made at no charge within 90 days of ship-date.

· Downgrades (transitional to clear lenses) or same-price changes can be done with 90 days of original ship-date.

· Frames may be exchanged if in like-new condition.

4.2. The contractor shall be responsible for all labor, materials, travel costs and associated expenses necessary to fulfill contract agreements to and from the Pawnee Indian Health Center.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management. Security Clearance for on-site human services.

5.2. The USPHS Pawnee Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Pawnee Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Pawnee Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency to secure the needed dock access. No deliveries can be made after 4:15pm, CST. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm CST, Monday through Friday.

6.4. Personnel Qualifications:

The qualifications of the key personnel assigned to the contract should include the following: The contractor will have 3 to 5 years of experience in fabrication of eye glasses. Contractor shall have a history of satisfactory service with Indian Health Service and/or Tribal facilities within the Oklahoma City Area.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply the facility to house the consignment frames.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

The contractor will be evaluated over the contract with the quality of their products by the amount of returns with the contractor’s error in lenses, the quality of their products with amount of returns do to product breakage.

10.5 Invoices received timely and accurate: Yes No

Department Supervisor

CEO (A)

SINGLE

Single Vision

Aspheric SV

Essilor 360 Aspheric SV w/ Rock

Essilor Anti-Fatigue w/ Crizal

MULTIFOCAL

Flat Top 28

Aspheric Flat Top 28

Flat Top 28 360 w/ Rock

Round Seg

Flat Top 35

Flat Top 45

Executive or Blended

TRIFOCAL

7 x 28 Trifocal

8 x 35 Trifocal

PROGRESSIVE min. ht.

Varilux Physio & Short 17

Varilux Physio 360 w/ Rock 17

Varilux New Comfort & Short 14

Varilux Physio Enhanced 14

Varilux New Comfort Enhanced 14

Varilux Physio & Short Drx 14

Varilux New Comfort & Short Drx 14

Varilux 5 Design 14

Essiolor Definitey & Short 18/14

Essilor Natural or Ovation 17

Essilor Small Fit 14

AO Compact & Ultra 15/13

Image

Price Schedule

CLEAR LENSES

12 Month SRC Warranty. Repel or TD2 Coat 24 Month Warranty. Safety Lenses Excluded

TRANSITIONS LENSES

SINGLE

Single Vision

Aspheric SV

Essilor 360 Aspheric SV w/ Rock

Essilor Anti-Fatigue w/ Crizal

MULTIFOCAL

Flat Top 28

Aspheric Flat Top 28

Flat Top 28 360 w/ Rock

Round Seg

Flat Top 35

Flat Top 45

Executive or Blended

TRIFOCAL

7 x 28 Trifocal

8 x 35 Trifocal

PROGRESSIVE min. ht.

Varilux Physio & Short 17

Varilux Physio 360 w/ Rock 17

Varilux New Comfort & Short 14

Varilux Physio Enhanced 14

Varilux New Comfort Enhanced 14

Varilux Physio & Short Drx 14

Varilux New Comfort & Short Drx 14

Varilux 5 Design 14

Essiolor Definitey & Short 8/14

Essilor Natural or Ovation 17

Essilor Small Fit 14

AO Compact & Ultra 15/13

Image

DIGITAL LENSES

CHEMISTRIE CLIPS

II Fixed Autograph

II

Spectrum

SV

Autograph

II SV

Trivex Clear

Trivex Transitions

Trivex XTRActive

Trivex Polarized

Trivex Drivewear

Trivex

Trivex Transitions

Trivex XTRActive

Polycarb Clear

Polycarb Transitions

Polycarb XTRActive

1.60 Clear

1.60 Transitions

1.60 XTRActive

1.67 Clear

1.67 Transitions

1.67 XTRActive

1.74 Clear

CHEMISTRIE CLIPS 50 total

Solid Sunlens Colors

Mirror Sunlens Colors

Gradient Sunlens Colors

Chemistrie Plus

Chemistrie Blue

Chemistrie Tech

Chemistrie Readymade Plus

Chemistrie Clips have a 12-month warranty against breaking.

CRIZAL AR COATINGS

CRIZAL AR COATINGS

Crizal

Crizal Alize

Crizal Rock (Avance)

Crizal Sun

Blue Capture

Sapphire

Repel

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